Administrative Assistant

Location: Cork, Ireland

We are seeking an Administrative Assistant to join our dynamic team on a large-scale design and build project and assist the existing site administrator. This is a critical support role, providing coordination, document control, and administrative assistance to ensure smooth communication between internal teams, partners, and clients.

Project Scope

The Administrative Assistant will support site-based project teams engaged in:

• Civil engineering and building works,
• Design coordination and document control,
• Supplier and subcontractor interface,
• Reporting and stakeholder communication.

Key Responsibilities:

• Upload, share, and track design inputs and drawings between internal teams, partners, and designers using ACC, PIRS, and SharePoint.
• Manage correspondence from Employers, Engineers, and Clients and distribute internally.
• Register and upload delivery dockets and other site records to project systems.
• Manage supplier invoice posting proposals in IFS weekly.
• Take and distribute minutes for weekly internal, plant, and design meetings.
• Support procurement and partner coordination meetings, ensuring required actions are tracked.
• Coordinate with subcontractors and suppliers to ensure documentation and information flow.
• Update rental lists and plant status (on/off hire) in IFS.
• Handle MAR (Material Approval Request) submissions and maintain logs.
• Submit Temporary Works Design packages to permanent designers, obtain certificates, and manage approvals with PSDP.
• Assist in collating information for the Monthly Progress Report.

Skills & Qualifications

Education & Certification:

• Qualification or experience in administration, office management, or construction support roles.

• Experience in a construction or engineering project environment preferred.
• Familiarity with document control systems (e.g., ACC, SharePoint, PIRS) advantageous.

Technical Knowledge:

• Basic understanding of project documentation and workflow processes.
• Familiarity with IFS or other ERP systems is desirable.

Skills:

• Strong organisational and multitasking abilities.
• Excellent written and verbal communication.
• Proficient in MS Office (Excel, Word, Outlook).
• High attention to detail and ability to work to deadlines.

Requirement:

• Authorised to work in Ireland i.e. stamp 4 visa or critical skills visa
• Excellent written and spoken English.